Procurement Module

Procurement & Purchasing

Streamline your entire procurement process from requisition to payment. Control spending, manage suppliers, and ensure compliance.

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PURCHASING
Dashboard
Purchase Orders
Approvals
Goods Received
Supplier Invoices
Returns
SUPPLIERS
Supplier List
Statements

Procurement Dashboard

Overview of purchasing activities

Open POs

24

+3 from last month

Pending Approvals

8

Awaiting Delivery

12

2 less than last month

MTD Spend

R 1.2M

+15% from last month

Recent Purchase Orders
PO-0042ABC Supplies LtdR 45,600ApprovedToday
PO-0041XYZ ComponentsR 23,400PendingYesterday
PO-0040Global Parts IncR 67,800Received15 Jan
PO-0039Metro IndustrialR 12,300Approved14 Jan
Top Suppliers (MTD)
ABC Supplies LtdR 234,500
12 orders
XYZ ComponentsR 189,200
8 orders
Global Parts IncR 156,700
15 orders
100%
PO Compliance
3-Way
Matching
50%
Faster Processing
Full
Audit Trail

Procure-to-Pay Workflow

A complete end-to-end process from purchase request to payment, with controls at every step.

1

Request

Create purchase requisition

2

Approve

Route for approval

3

Order

Generate purchase order

4

Receive

Record goods received

5

Match

Three-way matching

6

Pay

Process payment

Purchase Orders & Requisitions

Standardize purchasing with requisitions, approvals, and blanket orders.

Purchase Requisitions
Standardize purchase requests with approval workflows and budget checking before orders are created.
  • Request forms
  • Budget validation
  • Approval routing
  • Auto-conversion
  • Request tracking
Purchase Orders
Create, approve, and track purchase orders with full supplier and item management.
  • PO creation
  • Multi-level approval
  • Order tracking
  • PO amendments
  • Email to supplier
Blanket Orders
Set up framework agreements with suppliers for recurring purchases at negotiated prices.
  • Agreement setup
  • Release orders
  • Quantity tracking
  • Price locking
  • Expiry management

Receiving, Returns & Matching

Record goods received, process returns, and ensure invoice accuracy with three-way matching.

Goods Receiving
Record goods received against purchase orders with quantity and quality checks.
  • GRN processing
  • Partial receipts
  • Quality inspection
  • Variance handling
  • Receipt history
Purchase Returns
Process returns to suppliers with debit notes, RMA tracking, and credit management.
  • Return requests
  • RMA numbers
  • Debit notes
  • Credit tracking
  • Return reasons
Three-Way Matching
Automatically match supplier invoices to POs and goods received notes before payment.
  • Auto-matching
  • Tolerance rules
  • Exception handling
  • Discrepancy alerts
  • Approval workflows

Supplier Management

Maintain supplier records, process invoices, and reconcile statements.

Supplier Master
Maintain a complete supplier database with contacts, terms, pricing agreements, and performance history.
  • Supplier profiles
  • Contact management
  • Price agreements
  • Payment terms
  • Document storage
Supplier Statements
View and reconcile supplier statements, track open items, and manage payment allocations.
  • Statement view
  • Open items
  • Payment allocation
  • Balance reconciliation
  • Aging analysis
Supplier Invoices
Process and manage supplier invoices with matching, approval workflows, and payment scheduling.
  • Invoice capture
  • PO matching
  • Approval routing
  • Payment scheduling
  • Invoice history

Approvals & Analytics

Control spending with approval workflows and gain insights with procurement analytics.

Approval Workflows
Multi-level approval workflows based on amount, department, or purchase category.
  • Approval rules
  • Delegation
  • Escalation
  • Mobile approval
  • Audit trail
Procurement Analytics
Track spending, supplier performance, and identify cost-saving opportunities.
  • Spend analysis
  • Supplier scorecards
  • Price variance
  • Category analysis
  • Compliance reports
Supplier Performance
Rate and track supplier performance with scorecards and delivery metrics.
  • On-time delivery
  • Quality rating
  • Price compliance
  • Response time
  • Issue tracking

Three-Way Matching

Automatically match supplier invoices against purchase orders and goods received notes. Catch discrepancies before payment.

Purchase Order

What you ordered

Goods Received

What you received

Supplier Invoice

What you're billed

All three match = Auto-approve for payment
Discrepancy = Route for review

Supplier Performance

Track and measure supplier performance with scorecards, ratings, and analytics to make better sourcing decisions.

On-Time Delivery

Track delivery performance

94%

Quality Rating

Based on returns & issues

4.8

Price Variance

vs. agreed pricing

-2.3%

Full Feature List

Purchase requisitions
Multi-level PO approval
Blanket purchase orders
Supplier catalog management
Price agreement tracking
Goods receiving notes
Partial receipts
Quality inspection
Purchase returns
Debit notes
RMA tracking
Three-way matching
Supplier invoice processing
Supplier statements
Balance reconciliation
Payment scheduling
Spend analysis
Supplier performance
Contract management
Approval workflows

Seamlessly Integrated

Procurement connects with every module in Khula ERP

Finance

Invoices flow to AP

Inventory

Auto-receive into stock

Sales

Fulfill back orders

Reporting

Spend analytics

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